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Your Bali Wedding Check List (With Timeline & Printable To-do-List)

Table of Contents

Planning a wedding can be exciting and overwhelming, but with the proper roadmap, you can significantly simplify the process and reduce stress. This wedding planning checklist and timeline provides a detailed breakdown of tasks and deadlines to ensure your big day goes off without a hitch.

12 Months Before the Wedding:

Create Your Wedding Budget

Your budget is the foundation for getting married in Bali. Determine how much you’re willing to spend and allocate funds to different aspects of your wedding. A well-thought-out budget will help you make informed decisions throughout the planning process, ensuring you stay on track financially.

Define Your Wedding Vision

Visualize the type of wedding you want, from the theme to the overall atmosphere. Defining your wedding vision is an essential first step that will guide your choices as you plan. Whether you’ve been collecting inspiration on Pinterest or need a heart-to-heart discussion with your partner, clarifying your vision early sets the tone for the entire planning process.

Choose Your Wedding Date

Selecting a date is a pivotal decision in your wedding planning journey. Consider factors such as weather, venue availability, and the convenience of your guests. Pencil in your dream date and start inquiring about the availability of Your Bali Wedding. It’s also good to check with close family and friends to ensure your chosen date works for them, especially if some are traveling from afar.

Draft Up Your Guest List

Begin compiling a list of potential guests. While it doesn’t need to be the final count at this stage, having a rough idea is crucial for sourcing quotes, selecting an appropriate venue, and getting an accurate estimate of your wedding costs. Drafting up your guest list early will save you time and stress down the road to Bali weddings.

Book Your Wedding Venue

Securing it early is paramount if you have a specific venue in mind. Popular wedding venues can book up well in advance, with some only able to accommodate one wedding per weekend. Your venue choice is a cornerstone decision as it influences other aspects of your wedding, including decor and rentals. If you’re hosting your wedding at your own property or a private location, replace this step with booking your marquee structure.

Book Your Wedding Planner

Wedding planners are highly sought-after professionals, and their availability can fill up quickly. If you’ve decided to enlist the services of a wedding planner, whether for full wedding planning or day-of coordination, reach out to them early to secure your spot on their calendar. Your Bali Wedding is, so far, the most sought-after destination wedding planning company.

Your Bali Wedding often prefers to get involved at this stage to assist with sourcing quotes from vendors and bringing your vision to life.

Book Photographer and Videographer

Like wedding planners, photographers and videographers have busy schedules and limited availability. Your wedding photos and videos will serve as lasting memories of your special day, making it crucial to prioritize this step. Don’t procrastinate; your preferred vendors may be fully booked if you wait too long. Ensure you have professionals who align with your style and vision.

10 Months Before the Wedding:

10 Months Before the Wedding

Book Your Florist, Entertainer, Celebrant, and Hair and Makeup Artists

Secure these essential vendors and discuss your preferences and requirements with them. These professionals are crucial in creating the perfect atmosphere and appearance for your wedding day. Early booking ensures you get the best talent for your special day.

Finalize Your Menu

It’s time to finalize your catering arrangements and decide on the menu style that suits your budget and theme. While you don’t have to lock in the exact menu at this stage, having a general idea is essential. Your menu style will impact other decisions, including tableware rentals. Ensure your planner, i.e., Your Bali Wedding, is aware of any dietary requirements or special requests from your guests.

Book Important Rentals

Certain items, such as dining tables, chairs, and ceremony seating, are critical to your wedding setup. Don’t delay booking these essential rentals, as they significantly impact your day’s aesthetics and functionality. Ensure that your chosen items align with your overall theme and vision.

Having a clear timeline to follow in the lead up to your day will help you feel calm, relaxed, and ready to say ‘I do’ when the big day rolls around. Not to mention the sense of accomplishment you’ll feel each time you tick something off your list!

8 Months Before the Wedding:

8 Months Before the Wedding

Send Save the Dates for a Destination Wedding

If your wedding is a destination affair, provide your guests with early notice by sending out save-the-date notices. This gives them time to plan and make necessary arrangements, such as requesting time off work and budgeting for the trip. Destination weddings often require additional preparation, so the sooner your guests have the information, the better.

Start Dress Shopping

Embark on the exciting journey of finding your dream wedding dress. Schedule appointments at bridal boutiques to explore a variety of options. If you plan to purchase your dress online or have it custom-made, initiate the process promptly. Consult with your dressmaker to understand their production timeline and any specific deadlines you should adhere to.

Finalize Your Guest List

As your wedding date approaches, it’s time to revisit your guest list and confirm who will be attending. This final guest count is essential for various aspects of planning, such as catering and seating arrangements. Create an A- and B-list to help manage invitations and accommodate changes if necessary.

Book Your Stationery Designer

Your wedding stationery, including invitations, plays a significant role in setting the tone for your big day. Collaborate with a stationery designer to create your invitations and any other stationery items you’ll need. Share your guest list with them, which will be crucial for designing personalized invitations. Discuss any other stationery requirements, such as menus or ceremony programs.

6 Months Before the Wedding:

6 Months Before the Wedding

Plan Your Honeymoon

Your honeymoon is a significant part of your wedding experience, so start planning it now. Whether envisioning a grand European adventure or a relaxing week in Bali, early booking of flights and accommodations is essential to secure the best options. Also, double-check that your passports are up to date to avoid any last-minute issues.

Book Your Cake Artist and Start Taste Testing

One enjoyable task on your checklist is cake tasting! Meet with potential cake artists to sample their work and discuss your design. Once you’ve chosen, book your cake artist to ensure they’re available on your wedding day. Your wedding cake is a delicious treat and a significant part of your wedding decor, so choose wisely.

4 Months Before the Wedding:

4 Months Before the Wedding

Choose Your Wedding Rings

Selecting your wedding rings is a memorable part of your journey to the altar. Whether you opt for classic bands or custom designs, please specify when you can expect them to be ready for pickup. The rings symbolize your commitment, so take your time choosing.

Book Smaller Decor Pieces

While large rentals like tables and chairs are crucial, don’t forget the smaller decorative elements that enhance your wedding decor. Items like candle holders, vases, cake toppers, cocktail furniture, and textiles can add personality and charm to your venue. Secure these items to complement your existing rentals and decor theme.

Book Your Lighting Supplier

Lighting plays a significant role in creating the ambiance for your wedding. Whether you prefer strings of festoon lights or dramatic candelabras, book your lighting supplier and discuss your lighting preferences. A well-lit venue enhances the overall atmosphere and adds a touch of magic to your celebration.

3 Months Before the Wedding:

3 Months Before the Wedding

Send Invitations

With three months to go, sending out your wedding invitations is time. You can choose between traditional paper invitations and digital options via your wedding website. Ensure that your invitations include all essential details, such as the date, time, venue, RSVP instructions, and other relevant information. Start tracking RSVPs to confirm the guest count as you send out your invitations.

Book Hair and Makeup Trials

Schedule hair and makeup trials with your chosen beauty artists. This is an opportunity to fine-tune your bridal look and ensure that it aligns with your vision for the day. By having trials, you’ll feel confident about your appearance and avoid any surprises on your wedding day.

Book Transport

If transportation is required for your guests or bridal party, make the necessary arrangements. This includes reserving transportation to and from the wedding venue and securing bridal cars. Reliable transportation ensures that everyone arrives at the right place and on time.

2 Months Before the Wedding:

2 Months Before the Wedding

Attend Your Final Dress Fitting

Two months before the wedding, schedule your final dress fitting. This is a crucial step to ensure that your wedding attire fits perfectly. Bring your wedding shoes and any accessories you plan to wear to ensure your entire look comes together seamlessly.

Confirm Music Selections for Ceremony and Reception

Finalize your music selections for various parts of your wedding day, including the processional, registry signing, recessional, reception entrance, and first dance. Share your chosen songs with your entertainer or DJ to ensure a smooth and memorable musical experience.

Confirm Final Menu Options with Your Bali Wedding

Sign off on your final menu with your wedding planner. They will need to start ordering food and preparing for your big day. Make sure you’ve communicated any dietary requirements from your guests to ensure a delightful dining experience for everyone.

Contact All Suppliers Regarding Timings for the Day

As your wedding day schedule takes shape, reach out to all your suppliers to confirm their preferred bump-in and bump-out times. This step ensures everyone is on the same page regarding logistics and timing. If your venue has specific access or timing restrictions, make sure you convey this information to your suppliers to prevent any last-minute issues.

1 Month Before the Wedding:

1 Month Before the Wedding

Confirm Final RSVPs

At this point, you should have a finalized guest list. Share the confirmed details with your caterer, planner, stationery artist, rental supplier, and venue. Use the confirmed numbers to settle outstanding balances and finalize your arrangements with these suppliers. Accurate guest counts are crucial for catering and seating logistics.

Create Your Floor Plan and Seating Chart

With your guest list confirmed, creating a detailed floor plan and seating chart is mandatory. This involves arranging seating assignments for your guests, ensuring no one is overlooked. Your seating chart is valuable for coordinating your reception and ensuring guests comfortably sit with friends and family.

Draft Up a Run Sheet for the Day

Creating a detailed run sheet for your wedding day is essential. This document outlines the schedule of events, including arrival and departure times for each supplier, what they’ll be providing, and contact details for all vendors. Your run sheet acts as a roadmap for the day and ensures everyone is on the same page.

2 Weeks Before the Wedding:

2 Weeks Before the Wedding

Send Shot List to Photographer and Videographer

Don’t forget to provide your photographer and videographer with a shot list detailing all the crucial photos and moments you want to capture on the day. Your shot list ensures that no essential shots are missed and your memories are preserved beautifully.

Send Out the Final Run Sheet

Now that you’ve created a run sheet, share the final master copy with all your wedding planner, i.e., Your Bali Wedding. This document is your comprehensive guide to the day’s timeline and logistics. Include your floor plan, seating chart, and emergency contact number for the day. Ensuring all suppliers have this information in advance will contribute to a seamless and stress-free wedding day.

1 Week Before the Wedding:

1 Week Before the Wedding

Deliver Styling Materials and Stationery to the Venue

Gather any styling items, such as guest favors or handmade decorations, and deliver them to your wedding venue. Ensure all stationery items, including place cards and menus, are also at the venue and ready for setup. Providing these materials in advance helps your venue coordinator and decorators prepare efficiently.

Collect Wedding Attire and Accessories

Double-check that all bridal party attire, including your wedding dress, suits, and accessories, has been collected and is in excellent condition. Ensure everything is clean, pressed, and ready for the big day. This step alleviates any last-minute wardrobe concerns and allows everyone to dress perfectly.

Rehearse the Ceremony

Gather your bridal party and celebrant for a brief ceremony rehearsal. This practice run helps everyone feel confident and prepared for the actual ceremony. Walk through the processional, exchange of vows, ring exchange, and recessional to iron out any potential hiccups. Familiarity with the ceremony flow ensures a smooth and heartfelt ceremony on your wedding day.


How long does it take to plan a wedding?

Wedding planning typically takes 12 to 18 months, but shorter timelines of 6 to 9 months are possible with flexibility.

How long do weddings last?

Weddings usually last 6 to 12 hours, depending on events like the ceremony, reception, and after-party.

How can I choose the perfect wedding venue in Bali?

To find the ideal wedding venue in Bali, consider your budget, guest count, preferred location (beach, garden, etc.), and check online reviews and testimonials.

What are some popular wedding traditions in Bali?

Popular Balinese wedding traditions include the “mekala-kalaan” ceremony, traditional Balinese attire, and rituals involving blessings from elders and spirits.

The Big Day:

Finally, the day you’ve been planning and preparing for has arrived. Take a deep breath, relax, and enjoy every moment of your special day. Trust in your planning, knowing everything is in place for a beautiful and memorable wedding. Hire Your Bali Wedding experts to create seamless and magical Bali wedding packages.

Celebrate your love and create lasting memories with your loved ones as you embark on this new chapter of your life together.

Following this detailed wedding planning timeline, you’ll stay organized, reduce stress, and ensure that every aspect of your big day is meticulously prepared and executed flawlessly. As you say “I do” and embark on your journey as a married couple, may your wedding be everything you’ve ever dreamed of. Cheers to your upcoming wedding!


Time Before Wedding Wedding Planning Tasks
12 Months Before
  • Create Your Wedding Budget
  • Define Your Wedding Vision
  • Choose Your Wedding Date
  • Draft Up Your Guest List
  • Book Your Wedding Venue
  • Book Your Wedding Planner
  • Book Photographer and Videographer
  • Start Researching Other Vendors
10 Months Before
  • Book Your Florist, Entertainer, Celebrant, and Hair and Makeup Artists
  • Book Your Caterer and Choose Your Menu
  • Book Important Rentals
8 Months Before
  • Send Save the Dates for a Destination Wedding
  • Start Dress Shopping
  • Finalize Your Guest List
  • Book Your Stationery Designer
6 Months Before
  • Create Your Wedding Website
  • Plan Your Honeymoon
  • Book Your Cake Artist and Start Taste Testing
4 Months Before
  • Choose Your Wedding Rings
  • Book Smaller Decor Pieces
  • Book Your Lighting Supplier
3 Months Before
  • Send Invitations
  • Book Hair and Makeup Trials
  • Book Transport
2 Months Before
  • Attend Your Final Dress Fitting
  • Confirm Music Selections for Ceremony and Reception
  • Confirm Final Menu Options with Your Caterer
  • Contact All Suppliers Regarding Timings for the Day
1 Month Before
  • Confirm Final RSVPs
  • Create Your Floor Plan and Seating Chart
  • Draft Up a Run Sheet for the Day
2 Weeks Before
  • Send Shot List to Photographer and Videographer
  • Send Out the Final Run Sheet
1 Week Before
  • Deliver Styling Materials and Stationery to the Venue
  • Collect Wedding Attire and Accessories
  • Rehearse the Ceremony

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